With the rise of remote work becoming the new norm, hybrid workplace models are becoming increasingly common in companies large and small. In fact, studies show that 80% of employees will experience the benefits of a hybrid work model post-pandemic, showcasing a significant shift towards digital transformation in the corporate world. But what exactly is a sustainable hybrid workplace model, and how can HR and facility managers create one that works for their organization?

A sustainable hybrid workplace model prioritizes the experience and happiness of employees by supporting a mix of in-office, remote, and on-the-go work. This model gives workers the flexibility to choose where and how they work most effectively, fostering a sense of equality, diversity, and inclusion while also promoting high efficiency and productivity.

By adopting a hybrid approach, businesses can attract individuals with specific skills, gain a competitive edge, and tap into new markets by accessing larger talent pools. The around-the-clock productivity and unwavering company culture that respects individuals’ hard work and commitment, regardless of their physical location, make the hybrid model ideal for both employers and employees.

To successfully transition to a hybrid workplace model, here are some tips for HR and facility managers:

1. Clearly define your virtual work policy
Establishing a clear virtual work policy is essential for employees to understand when they are expected to be in the office, whether there are specific days for certain teams to be present, and if there is a minimum number of days per month they need to show up. Embracing the new normal of splitting time between the workplace and home requires flexibility and consideration for everyone’s schedule.

2. Set effective expectations and communication guidelines
Provide team members with clear definitions of their roles and responsibilities to enhance employee satisfaction, trust, and execution skills. Managers should establish communication guidelines and schedule regular one-on-one meetings with their staff to monitor progress, offer support, and ensure high engagement.

3. Focus on results and empower your team
In a hybrid work environment, flexibility is key to performance. Managers should focus on providing employees with the tools and resources they need to succeed while emphasizing expected outcomes. Physical proximity is not necessary to cultivate a strong work environment with high employee engagement.

4. Encourage flexibility and choice
Allow employees to choose when they work most productively, whether it’s early in the morning or late at night. By enabling employees to tailor their work schedules to accommodate their personal lives, managers can support better work performance and enhance employee well-being.

5. Support remote work advocates
Take the time to develop a digital workplace that aligns with your employees’ needs and preferences. While new digital tools may be exciting to some, others may find them overwhelming. Designate a point of contact within each team to provide guidance and recommendations on digital tools to ensure a seamless digital workplace experience for all.

6. Maximize the value of Employee Resource Groups (ERGs)
Encourage the formation of voluntary employee-led groups that promote diversity and inclusion and provide a supportive environment for employees with shared identities. ERGs not only foster skills development and camaraderie but also help keep leaders informed about key issues impacting their teams.

7. Coach managers on navigating a hybrid environment
Managers play a critical role in building relationships, fostering trust, and promoting purpose among remote and on-site teams. By prioritizing empathy, attentiveness, and human connection, managers can create a positive work environment that supports employee well-being and productivity.

8. Be a coach, not just a supervisor
Engage in two-way dialogues with your team members to provide direction, tools, and recognition for a job well done. By investing in employee growth and development, managers can boost confidence, engagement, and performance among their teams.

9. Equip managers with the necessary tools for success
Understand the specific needs of managers and provide them with performance management and collaboration tools to enhance communication and support their teams. By empowering managers to better understand their team members’ motivations and work preferences, they can provide more effective support and guidance.

10. Gather ongoing feedback
Create multiple channels for employees to share their feedback regularly, such as Slack channels for feedback or quarterly surveys. Continuous feedback helps build a thriving hybrid workplace model, improve company culture, increase employee engagement, and identify the technology tools that employees prefer to use.

11. Schedule regular meetings
Organize regular team meetings to facilitate collaboration, idea sharing, feedback, and learning. Meetings can help remote team members feel connected and engaged with their teams, reducing feelings of isolation and improving communication and teamwork.

12. Embrace change
Encourage a growth mindset among your team members to continually evaluate and improve the hybrid work environment. By regularly soliciting feedback and proactively addressing challenges, companies can build a sustainable workplace that promotes effective communication, planning, and teamwork.

13. Create a positive workplace experience
Ensure that employees look forward to visiting the workplace, even if they are not on-site every day. Investing in a positive workplace experience can help retain employees and create a supportive environment for those who do come to the office, aligning with the core principles of a hybrid workplace model.

14. Solicit input from your team
Engage with every employee to tailor a hybrid work model that meets the unique needs of your organization. By seeking input from all employees, not just a select few, you can customize your workplace model to accommodate varying work preferences and lifestyles, fostering a more inclusive and supportive work environment.

15. Invest in company culture
In a hybrid office setting, maintaining a strong company culture is essential for fostering connectivity and collaboration among remote and on-site team members. Consider how you can design experiences that align with your company’s values and prioritize collaboration to strengthen team relationships and promote a positive work environment.

16. Support inclusion and mental health
Managers should prioritize supporting employee mental health and well-being by creating a culture of openness and support. Engage with absent team members and organize fun events that allow all team members to participate, using software to facilitate virtual team building and maintain team cohesion.

17. Prioritize health and safety
Ensure the health and safety of your employees by implementing measures such as virtual health screening technologies and flexible leave policies to allow sick employees to work remotely without losing pay. Encouraging remote work for sick employees can help maintain a safe and healthy workplace environment for all.

18. Monitor promotion and project distribution
Managers should be vigilant in ensuring that promotions and project opportunities are distributed based on merit rather than visibility. In a hybrid work environment, it is essential to recognize the contributions of less visible employees and provide equal opportunities for advancement and recognition.

19. Develop systems to support flexible work
Invest in technology that enables seamless communication and collaboration between remote and on-site employees, such as video conferencing tools and cloud-based file sharing programs. Design office schedules that accommodate individual work preferences and foster collaboration among team members in different locations.

20. Schedule technology usage
Embrace digital transformation by utilizing communication tools, video conferencing platforms, and other technology applications that support remote and hybrid work. Technology plays a crucial role in bridging the gap between remote and on-site employees, enabling seamless collaboration and communication across different locations.

21. Streamline your workspace
Optimize your office layout to accommodate the needs of a hybrid workplace model, which may include more flexible workstations and collaborative spaces. Determine the necessary changes to your office configuration based on how your employees work and ensure that the workspace supports their productivity and well-being.

22. Lead by example
Cultivate a positive company culture that values communication, trust, and mutual respect among employees, regardless of their physical location. Strengthen your team’s connections, foster open dialogue, and prioritize employee well-being to maintain a cohesive and supportive work environment in a hybrid setting.

23. Clearly communicate job expectations
Be transparent about your company’s operations and expectations when hiring new employees, including details about the hybrid workplace model. Discuss the work opportunities available within the context of the hybrid work environment during the recruitment process to ensure that candidates understand what to expect.

24. Share important documents and data
Implement policies and procedures to ensure that employees have access to the files and information needed to perform their roles effectively, whether they are working remotely or on-site. Maintain data security and privacy protocols to prevent breaches while empowering employees to access essential information for their work.

25. Invest in virtual work initiatives
Enhance virtual collaboration by organizing video conferences for all meetings and social events, enabling remote employees to feel connected and engaged with their teams. Use technology to bridge the gap between remote and on-site workers and foster a sense of unity and cohesion among all team members.

In conclusion, transitioning to a hybrid workplace model requires careful planning, effective communication, and a commitment to supporting employee well-being and productivity. By implementing these tips for HR and facility managers, companies can create a sustainable and inclusive work environment that maximizes the benefits of hybrid work while fostering team collaboration, innovation, and success in the digital age.